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Conference Services Coordinator

Company: Innisbrook Resort
Location: Palm Harbor
Posted on: November 14, 2022

Job Description:


Handle all in-house meeting requests, administrative responsibilities for the CCS department and manage the catering leads as needed. Manage the deposit schedule for the conference services and catering services team. Execute the weekly resume distribution, 10 Day Function distribution and the BEO Batch distribution. Manage, coordinate, and execute group assignments turned over or other projects including but not limited to, typing banquet event orders, diagrams, room signs and any other tasks assigned by the Director of Catering & Conference Services.


-Create daily meeting event signage on a weekly basis and distribute/remove daily as needed.
-Execute weekly resume distribution, 10 day function report and BEO batch distribution
-Maintain the BEO book
-Assist Director of CCS with BEO and Diagram creation
-Create all catering site visit forms and distribute weekly
-Create all paperwork for pre-cons, detailing meetings and other meetings requested by the DOCCS
-Handle all in-house meeting requests, from creation of BEOs to ACE forms
-Create all ACE forms for all Member Events
-Create, maintain and receive deposits from the clients
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the resort :

-Prepares Banquet Event Orders as requested.
-Weekly walk-through of meeting space with Conference Services Team identifying any issues or concerns: entering all items on Maintenance Log and sending to Director of Property Operations.
-Maintain solid and open communication with all hotel operating departments.
-Maintain good working relations with preferred vendors of the hotel.
-Attend all department and hotel meetings as necessary.
-Troubleshoot and resolve issues quickly with appropriate operating departments.


Bachelor's degree in Hospitality Management preferred. At least one year of Catering, Conference Services or Hospitality experience required


-Must be able to work 40+ hours a week including early morning through early evenings, weekends and holidays as needed.
-Must be able to speak, read, write and understand English.
-Must be able to read and write to facilitate the communication process.
-Requires good communication skills, both verbal and written.
-Most tasks are performed independently or in a team environment with the employee acting as a team leader. There is minimal direct supervision.
-Extensive knowledge of food and beverage products, proper preparation and presentation of food and beverage items.
-Extensive knowledge of meeting room capacities, banquet set-up, audio-visual and any other pertinent details as they relate to function room set-up.
-Knowledge of hotel and competitive market.
-Must possess basic computational ability.
-Must possess computer skills, including, but not limited to, accounting programs, Microsoft Word, Excel and Ivvy
-Excellent inter-personal and sales-related skills.
-Exceptional organizational, supervisory skills.
May be required to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; to deal with problems involving several concrete variables in standardized situations


-Work tasks are performed indoors and outdoors.
-Must be able to sit at a desk for up to 5 hours per day. Walking and standing are required the rest of the working day. This includes traveling to and from meetings. Length of time of these tasks may vary from day to day and task to task.
-Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
-Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.
-Must be able to lift up to 15 lbs. occasionally.
-Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
-Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees.
-Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
-Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line phone, filing cabinets, fax machines, photocopiers, and other office equipment as needed.


-Must be able to work effectively in a stressful environment, communicate with others, effectively deal with customers and accept constructive criticism from supervisors.
-Must be able to change activity frequently and cope with interruptions.

Monday thru Friday 8am - 4:30pm

Keywords: Innisbrook Resort, Palm Harbor , Conference Services Coordinator, Other , Palm Harbor, Florida

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